City Hall Fluid Cooling System Replacement

Description

City of Cottleville, Missouri Request for Proposal City Hall Fluid Cooling System Replacement To: Qualified HVAC Mechanical Contractors From: Michael Padella, City Administrator Date: June 29, 2026 Section 1. Introduction & Purpose The City of Cottleville is requesting sealed proposals from qualified and experienced HVAC mechanical contractors for the replacement of the existing fluid cooling system serving the City Hall facility heat pump loop. The intent of this Request for Proposal (RFP) is to solicit competitive proposals for a turnkey replacement of the existing fluid cooler, including removal, installation, reconnection, startup, and warranty services, in accordance with the minimum requirements outlined herein. The City intends to award this project to the responsive and responsible contractor whose proposal is determined to be most advantageous and in the best interest of the City. Section 2. RFP Schedule • RFP Issued: June 29, 2026 • Pre-Submittal Meeting / Site Walk-Through: Thursday, July 9, 2026, at 11:00 AM - Location: City Hall, 5490 Fifth Street, Cottleville, MO 63304 - Attendance is recommended but not mandatory. • Questions Due: July 13, 2026, by 4:00 PM • Addenda Issued (if any): July 16, 2026, by 4:00 PM • Sealed Proposals Due: Wednesday, July 22, 2026, at 2:00 PM • Public Opening of Sealed Proposals: Wednesday, July 22, 2026, at 2:05 PM • Tentative Selection & Contract Award: Wednesday, August 19, 2026, 7:00 PM. Late proposals will not be accepted. 1|Page Section 3. General Project Requirements • • • • • • • • • Work shall be performed at City Hall, City of Cottleville, Missouri. Contractor shall furnish all labor, materials, equipment, tools, supervision, permits, and incidentals necessary to complete the project. All work shall comply with applicable federal, state, and local codes and regulations. Pricing shall remain firm for a minimum of sixty (60) days from proposal submission. Contractor shall coordinate work to minimize disruption to City Hall operations. Contractor shall comply with all OSHA safety requirements and shall maintain responsibility for jobsite safety. Contractor shall maintain the site in a clean and orderly condition throughout construction and remove all debris upon completion. The City does not guarantee the accuracy or completeness of existing site conditions. Contractors are responsible for field verification prior to submission.